Fortune Food Manufacturing Hiring! Full Time Administrative Executive in Johor - Ricebowl

We are seeking a hands-on, detail-oriented Administrative Executive to support daily administrative operations and take ownership of facility-related matters across the factory premises.

The Administrative Executive will be responsible for the smooth running of general administrative functions while acting as the key point of contact for all facilities and premises matters. This includes managing the factory lease, coordinating business license renewals, overseeing maintenance and repair works, and taking ownership of the full office administration scope (equivalent to an Office Admin Manager function) including stationery and office supplies procurement. The ideal candidate is organized, proactive, and comfortable liaising with landlords, government agencies, contractors, and internal stakeholders.

General Administration

       Handle day-to-day office and administrative operations, including correspondence, filing, and record-keeping.

       Manage procurement of office and factory supplies, and maintain vendor records.

       Support HR-related administrative tasks (e.g., staff welfare arrangements, attendance and training records) as needed.

       Prepare reports, memos, and documentation for management as required.

       Coordinate internal communications between production, HR, and management departments.

Office Administration & Stationery Management

       Oversee the full scope of office administration, acting as the go-to person for all office operational matters (equivalent to an Office Admin Manager function).

       Plan, purchase, and manage stock of stationery and office supplies, ensuring adequate inventory while controlling costs and minimizing wastage.

       Source and compare suppliers/vendors for stationery and office consumables to secure the best pricing and service terms.

       Maintain a stationery/office supplies inventory list and reorder points, and manage petty cash or purchase requisitions related to office purchases.

       Manage office equipment (printers, photocopiers, pantry equipment, etc.), including servicing, consumables, and vendor contracts.

       Oversee general office upkeep, cleanliness, and orderliness, including coordination with cleaning and pantry service providers.

       Manage courier, mailing, and other administrative support services for the office.

       Ensure smooth daily office operations.

Facilities & Premises Management

       Manage the factory lease/tenancy agreement, including tracking renewal dates, negotiating terms with the landlord, and ensuring compliance with lease obligations.

       Track and renew all relevant business licenses and permits (e.g., factory license, signboard license, fire certificate, halal certification if applicable, DOE/environmental permits, and other statutory licenses) in a timely manner to ensure uninterrupted operations.

       Liaise with local authorities and relevant government bodies (e.g., MBJB/local council, Fire and Rescue Department, DOSH, DOE) for inspections, approvals, and compliance matters.

       Maintain a tracking system/calendar for all lease terms, licenses, and permit expiry dates to avoid lapses.

Maintenance & Repairs

       Oversee and coordinate maintenance and repair works across the different levels of the production facility, including the various production lines' supporting infrastructure (excluding production machinery unless specified).

       Manage building-related maintenance: electrical, plumbing, air-conditioning/ventilation, lifts/hoists, fire safety systems, pest control, and general building upkeep.

       Source, evaluate, and manage relationships with contractors, technicians, and maintenance vendors; obtain quotations and manage service agreements.

       Schedule and follow up on preventive maintenance programs to minimize production downtime.

       Respond promptly to facility issues or breakdowns reported by production staff and coordinate timely resolution.

       Maintain maintenance records, service history, and warranty documentation for facility assets.

       Monitor facility-related budgets and expenses, ensuring cost-effective vendor selection and timely payment processing.

Health, Safety & Compliance

       Support compliance with workplace safety and health regulations across the production facility.

       Coordinate with safety officers or relevant personnel on facility-related safety matters (fire drills, safety equipment servicing, etc.).

       Ensure facility upkeep aligns with food manufacturing hygiene and safety standards (e.g., GMP, HACCP considerations related to premises condition).

Qualifications & Experience

       Degree in Business Administration, Facilities Management, or a related field.

       Minimum 3 to 5 years of relevant experience in administrative and/or facilities management roles, preferably within a manufacturing or industrial environment.

       Prior experience handling lease agreements, license renewals, or facility maintenance is highly advantageous.

Skills & Attributes

       Strong organizational and multitasking abilities; able to manage multiple ongoing matters (lease, licenses, maintenance) simultaneously.

       Good negotiation and vendor management skills. Able to speak and write English fluently.

       Familiarity with local regulatory requirements and license renewal processes in Johor Bahru/Malaysia.

       Proficient in Microsoft Office (Word, Excel, Outlook).

       Good communication skills in English and Bahasa Malaysia; Mandarin is an added advantage for liaising with vendors/contractors.

       Ability to work independently, take initiative, and follow through on outstanding matters.

       Willingness to conduct on-site walkthroughs across all different levels of the production facility as needed.

       Valid driving license and own transport preferred, for site visits and liaising with external parties.

       Based on-site at the Johor Bahru factory.

       May require occasional visits to relevant government offices or contractor sites.

       Standard office hours, with flexibility required during urgent maintenance issues or compliance deadlines.

This job description is intended to convey information essential to understanding the scope of the role and is not exhaustive. Duties may be adjusted based on business needs.